Alumni Accounts and Data Policy

If you have any questions, please email the ITS Helpdesk at helpdesk@augustana.edu or call 309-794-7293. 

What happens to my accounts when I graduate?

Accounts of non-active students will be closed after summer break. This means that you will need to transfer all of your data or you will lose access to it - eventually it will be deleted. This includes:

• Stored email
• Google Drive files (including Google Sites and ePortfolios)
• Google Drive files shared with others, but located in your drive
• Google Calendar events
• Other Google Data
• Moodle data
• OneDrive data
• H: drive data

Please follow the steps below to transfer data from your Augustana Google Drive to a personal Google Drive and note that the copy process can take anywhere from a few hours to a day.

Where to start? How do I make sure I get everything I need from my Google account?

1. Set up a vacation responder that lets those who email you know that your account will be closed and gives alternative contact information.
2. Set up an automatic forwarding filter for your future emails to your personal email account.
3. View your Google Dashboard to see what data is stored in your account: https://myaccount.google.com/dashboard.
   1. You can transfer your Gmail and Google Drive files to a personal Google account using the Google Transfer Tool: https://takeout.google.com/transfer. 
      Note: The Transfer Tool now works for Google Photos. However, Google Photos was turned off on Augustana's domain since 2021 because of storage limit concerns. If your dashboard says that you have Photos, you can email helpdesk@augustana.edu or call us at 309-794-7293 to give you temporary access to Photos.
   2. Download all documents that you need from Drive that were shared with you or were in a Shared Drive.
   3. Use Google Takeout to download all of your other Data. You can do this from the Google Dashboard or at https://takeout.google.com. Follow the process - this may take up to a week.
4. Transfer Augustana Data (i.e. research, etc.) to new owners/shared drives.
5. Make a list of all accounts attached to your Augustana account and replace your Augustana email address with your personal address (i.e. LinkedIn, online stores like Amazon, banks, social media, etc.)

How to transfer Augustana Data to new owners/shared drives:

If you have worked on projects for an Augustana department, employee, or other student, you will need to transfer your ownership of the data to prevent it from becoming permanently deleted. You can do this by:

1. Make an on-campus user the owner of the files by changing the ownership settings of each file:
   https://support.google.com/drive/answer/2494892 
2. Move the files to a Shared Drive:
   https://support.google.com/drive/answer/13045066 

Note: Contact ITS if you have any trouble with this process

How do I forward all my Augustana Google Drive folders to a new Google email address?

Downloading and reuploading

Google provides instructions which can be found here: https://support.google.com/accounts/answer/6386856.

Google Email, Drive, and Photos transfer

If you want to move your Google Drive files from your Augustana account without downloading and re-uploading them:

1. On your Augustana account, go to https://takeout.google.com/transfer.
2. Enter the email address of the Google Account where you want to copy your content.
3. Select Send code.
4. On your personal Google account, check your Gmail inbox for a confirmation email. In the email, select Get Confirmation Code. A new tab will open with a code.
5. On your Augustana account, go back to the Transfer Your Content page. Enter the code, then choose Verify.
6. Choose the content you'd like to copy, then select Start Transfer.

Details about the copy process

1. The copy process usually happens within a few hours, but it can take up to a week.
2. Copied files might appear in batches on your Google Account during the copy process.
3. When your files are finished copying, you'll get an email at your Gmail address.

How do I transfer my Google Photos to a new Google email address?

To download all of your files:

Note: Now Google's Transfer feature works with Google Photos: https://takeout.google.com/transfer

You will want to use the traditional Google Takeout feature:

1. Go to: https://takeout.google.com/
2. Click Deselect all at the top right of the page (this is so you don't download all of your data at once).
3. Click the check box next to the services you want to download (in this case we are going to choose Google Photos).
4. Scroll to the bottom and choose Next step.
5. Choose Export once
6. Click Create Export
7. You will receive an email when your export is ready
8. You can find all of your exports here: https://takeout.google.com/settings/takeout/downloads?hl=en
9. Click Download. Your export may be split up into multiple downloads. You will want to click on each Download button to download the separate files.
10. You will then need to upload those files to the new account.

https://support.google.com/accounts/answer/3024190?hl=en&ref_topic=7188671

To transfer files to another service (other than Google Photos):

https://support.google.com/accounts/answer/9666875?hl=en

What happens to my Office 365 Account?

Your account will be deleted, and you will have to purchase Microsoft Office or Office 365 if you need that after graduation.

To transfer your Microsoft OneDrive data: 
https://support.microsoft.com/en-us/office/move-files-from-onedrive-to-onedrive-for-work-or-school-7fb28cad-7e25-451f-8b4b-2d1a71e5c0e9

What happens to the files stored on my “H” drive?

Files will be deleted within 60 days of graduation. Back them up to another location prior to
graduation.

What happens to my Moodle files?

Your access to Moodle will be removed. Retrieve any information such as submitted files or course
syllabi, which are often asked for by graduate schools, before graduation.